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Rule Title: SMALL PURCHASES OR LIMITED SOLICITATIONS OF SUPPLIES AND SERVICES
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Department: ADMINISTRATION
Chapter: STATE PROCUREMENT
Subchapter: Types of Bids
 
Latest version of the adopted rule presented in Administrative Rules of Montana (ARM):

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2.5.603    SMALL PURCHASES OR LIMITED SOLICITATIONS OF SUPPLIES AND SERVICES

(1) The division or state agency may procure supplies or services when the total contract value will be $5,000 or less using a purchase technique that best meets the agency's needs, including the use of electronic online auctions.

(2) The payment method used for small purchases should be the state's purchasing card, except for interagency purchases.

(3) The division or state agency, if authorized in a written delegation agreement, may procure supplies or services with a total contract value between $5,001 and $25,000 using a limited solicitation procedure. This procedure requires a minimum of three viable written or oral quotations, if available. The limited solicitation procedure must be documented and, wherever practical, use the department's vendor list.

(4) This rule does not apply to controlled items purchased through exclusive term contracts, requisition time schedules, the Central Stores Program, or the Print and Mail Services Bureau unless specifically delegated in a written delegation agreement to the agency.

(5) Procurements shall not be artificially divided or sequenced to avoid using the other source selection methods set forth in Title 18, chapter 4, MCA.

(6) If approved by the agency procurement officer, and except for new or used vehicles, a state agency may participate in electronic online auctions for limited solicitations under the following conditions:

(a) the procurement officer must review and approve the terms of the participation in the auction for compliance with state law;

(b) two quotes must first be obtained from viable sources and the lowest of the two quotes must be the amount that the auction price may not exceed;

(c) the auction price must include all fees associated with participating in the auction, including shipping and handling; and

(d) the terms of the purchase must include a right to return.

History: 18-4-221, MCA; IMP, 18-4-305, MCA; NEW, 1983 MAR p. 1918, Eff. 12/30/83; AMD, 1985 MAR p. 244, Eff. 3/15/85; AMD, 1986 MAR p. 242, Eff. 2/28/86; AMD, 1987 MAR p. 1961, Eff. 10/30/87; AMD, 1987 MAR p. 2144, Eff. 11/28/87; AMD, 1990 MAR p. 1770, Eff. 9/14/90; AMD, 1994 MAR p. 383, Eff. 2/25/94; AMD, 1995 MAR p. 2241, Eff. 11/1/95; AMD, 1997 MAR p. 1816, Eff. 10/7/97; AMD, 2001 MAR p. 2009, Eff. 10/12/01; AMD, 2005 MAR p. 1906, Eff. 10/7/05; AMD, 2007 MAR p. 1657, Eff. 10/26/07.


 

 
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